UNIVERSITY OF WARWICK
Art Collection Committee
There will be a meeting of the Art Collection Committee on Thursday 2nd March
2006 at 12.30pm in the National Grid Room, Warwick Arts Centre.
C E Charlton
University Secretary
Note: Questions on agendum items or apologies for this meeting should be
directed to the Secretary of the Committee, Jill Shaw (02476 522760 or
jill.shaw@warwick.ac.uk).
_________________________________________________________________
AGENDA
1.
Membership
TO REPORT:
That the Council, at its meeting on 14th December 2005, approved the
nomination of Professor Paul Smith to join the Art Collection Committee as
a member of academic staff.
2.
Minutes
TO CONSIDER:
The Minutes of the meeting held on Thursday 24th November 2005 (copy
attached).
3.
Amendments to Policies
TO CONSIDER:
The following amendments to the Policies for the University Works of Art
Collection following recommendations by internal audit (Paper ACC5/0506, copy attached).
(a)
That advice from the Finance Office Link Accountant should be
sought when earmarked but unspent budget needs to be carried
forward.
(b)
That authorisation for the purchase of works of art should be
documented.
(c)
That the confusion surrounding Red, Black and Orange by Terry
Frost that hangs in University House should be investigated and
resolved.
(d)
That the anomalies in the Art Collection Policies document should be
addressed and consideration given to increasing the time between
subsequent reviews. That the revised document should be reviewed
by the Art Collection Committee and this should be minuted.
(e)
That the policies / procedures should be updated to include the
highlighted items above (d).
(f)
That the Forward Plan should be reviewed annually by the Art
Collection Committee and the review should be minuted.
(g)
That the University Travel Policy should be followed for the purchase
of hotel accommodation rather than reclaiming costs via travel
expense forms.
(h)
That orders will be placed on SAP prior to the invoice being
received.
(i)
That the insurance arrangements should be clarified with the
University Insurance Office and the Art Collection Policies be
amended as required.
(j)
That once the latest valuation has been completed, a copy should be
forwarded to the University Insurance Office and retained with their
records.
(k)
That consideration should be given to holding a copy of the evidence
of title to object documentation and any conditions attaching to an
item electronically.
(l)
That consideration should be given to limiting access to amend the
database to one member of staff who is independent of the
Condition Survey, with others having read-only access. That the
password should be changed periodically.
(m)
That consideration should be given to bringing the Condition Survey
forward so that it can be used more effectively to inform the budget
and Forward Plan and that it be extended to include works hanging
in the London Office.
(n)
That the Art Collection Committee should consider entering into
negotiations with the Purchasing Office to incorporate into Financial
Regulation 1 the requirement that all works of art purchases should
only be made after consultation with the Curator. That negotiations
should be held with the Estates Office to ensure that their standard
procedures ensure the collection Curator is involved in building
design for all new building and refurbishment projects.
4.
Accommodation at the Mead Gallery
TO RECEIVE:
An update on progress on resolving accommodation difficulties at the Mead
Gallery from the Chair.
5.
Damage to Works of Art in the Collection
TO RECEIVE:
An oral report from the Curator on recent damage to works of art in the
collection.
6.
Redisplay of the Ceramics Collection
TO RECEIVE:
An oral report from the Curator on the redisplay of the ceramics collection.
7.
Any Other Business